Created a Systems Strategy to Enable Confident Scaling for Leapyear
"Their systems strategy transformed how we work. We’re now able to take on bigger projects and our team feels aligned."
Leapyear, a fast-growing creative collective, was managing a rising volume of projects but found their internal systems weren’t keeping pace with growth. Communication was scattered across platforms, project updates often fell through the cracks, and the leadership team spent excessive time managing operational details instead of focusing on creative direction and client relationships.
Leapyear approached us seeking a clear, practical systems strategy to help them scale confidently while maintaining the high quality that set them apart in the industry.
We began with a comprehensive audit of their project workflows, team roles, and communication structures. This surfaced key challenges, including duplicated efforts, unclear task ownership, and a reliance on manual updates that delayed project progress.
Together, we developed a systems strategy focusing on streamlining project workflows, clarifying responsibilities within the team, and implementing clear, automated status updates across projects. We restructured their project management approach to include defined stages, milestone tracking, and automated reminders to reduce mental load while increasing visibility for all team members.
Additionally, we integrated their communication channels with their project management system, ensuring updates were shared seamlessly, reducing context switching, and centralizing project discussions for easy tracking.
We provided hands-on support during implementation, aligning the systems with Leapyear’s unique work style while training the team for confident adoption. Regular check-ins allowed us to fine-tune processes, ensuring the systems felt supportive rather than restrictive.
As a result, Leapyear reduced project turnaround times by 32% within three months and improved on-time task completion by 45%, allowing them to confidently take on larger projects and clients without compromising quality or overwhelming the team. The leadership team reported having more headspace to focus on creative strategy and client growth while knowing operations were running smoothly.
By creating a systems strategy aligned with Leapyear’s needs, we helped transform operational chaos into a structured, scalable foundation, empowering them to grow sustainably and confidently.
